ARTICLE I - NAME, PRINCIPAL OFFICE, OFFICE, REGISTERED OFFICE
AND REGISTERED AGENT
Section 1. The name of this corporation shall be the Symphony League of Beaumont, Inc. (“the League”)
Section 2. The corporation shall comply with the requirements of the Texas Non-Profit Corporation Act (the “Act”) and maintain a registered office and registered agent in Texas. The registered office may, but need not, be identified with the corporation’s principal office in Texas. The Board of Directors may change the principal office and the registered office and the registered agent as provided in the Act.
ARTICLE II - PURPOSE
The purpose of the League shall be to support and promote the growth of the Symphony of Southeast Texas, Inc. and to foster and encourage musical education, participation and appreciation of the membership and the public.
ARTICLE III - MEMBERSHIP
The Membership of the League shall consist of four categories: Active, Supporting, Special Senior, and Life. Active Members shall be eligible for Supporting Membership after five years of Active Membership. Membership shall be open to any person interested in the support and promotion of the Symphony of Southeast Texas, Inc.
ARTICLE IV - OFFICERS, DIRECTORS AND EXECUTIVE COMMITTEE
Section 1.Officers: The Officers of the League shall be a President, President-Elect, Immediate Past President, First Vice-President, Second Vice-President, Third Vice-President for the Debutante Program, Third Vice President for Fundraising Projects, Third Vice President for Ways and Means, Fourth Vice-President, Fifth Vice-President, Sixth Vice-President, Seventh Vice-President, Recording Secretary, Corresponding Secretary, League Treasurer, and League Treasurer-Elect. The officers shall be elected by the members at the annual meeting.
Section 2. Board of Directors: The Board of Directors shall consist of the Officers, and the Committee Chairs. All members of the Board of Directors shall be members of the League. The Executive Director of the Symphony of Southeast Texas, Inc. shall be an ex-officio member without voting power.
Section 3. Executive Committee: The Executive Committee shall be composed of the Officers. The Executive Committee shall have the powers of the Board of Directors between meetings of the Board. The Executive Committee shall fill all vacancies in Board membership and in offices.
Section 4. Term: The Officers and members of the Board of Directors shall serve one year terms. They shall assume their duties at the annual meeting of the members.
ARTICLE V - NOMINATIONS AND ELECTIONS
Section 1. Nominating Committee: The Nominating Committee shall consist of five members. The members shall be the President-Elect, the immediate Past President, two members of the Board of Directors, and one member of the League not serving on the Board of Directors. The Past President shall be the Chair of the Committee. The members of the Nominating Committee other than the President-Elect and immediate Past President shall be elected by the members at the annual meeting. A vacancy on the Nominating Committee shall be filled by the Chair. If the vacant position is that of Chair, the Executive Committee shall select a new Chair from the members of the Board of Directors.
Section 2. Nominations: The Nominating Committee shall present a proposed slate of nominees for election by the members at the annual meeting. The slate to be proposed by the Nominating Committee shall consist of nominees for the following positions: all officers, the Chair, Chair-elect and Chair elect-elect of the Debutante Program, the Chair and Chair-elect of the Symphony Ball Committee and members of the Nominating Committee other than the immediate Past President and President-Elect. Prior to the annual meeting, the Nominating Committee shall present the proposed slate to the Board of Directors for approval. At the annual meeting nominations may be made from the floor provided that the person nominated has given consent to such nomination.
Section 3. Vacancies: A vacancy in the Board of Directors shall be filled by the Executive Committee.
ARTICLE VI - DUTIES OF OFFICERS
Section 1. President: The President shall preside at all meetings of the League and shall be an ex-officio member of all committees except the Nominating Committee. The President shall represent the League on the Board of the Symphony of Southeast Texas, Inc. In the absence of the President, the duties of that office shall be performed by the President-Elect followed by the Vice-Presidents in order.
Section 2. President-Elect: The President-Elect shall assist the President. This officer shall sit on the board of the Symphony of Southeast Texas, Inc.
Section 3. First Vice-President: The First Vice-President shall coordinate all League activities pertaining to membership.
Section 4. Second Vice-President: The Second Vice-President shall coordinate all League activities pertaining to the Symphony of Southeast Texas, Inc. This officer shall serve on the board of The Symphony of Southeast Texas, Inc.
Section 5. Third Vice-Presidents
A. The Third Vice President for the Debutante Program shall serve as Chair of the Debutante Selection Committee and shall supervise the Debutante Committee Chair and the Past Presidents’ Tea Committee Chair and this officer shall have the responsibility for preparing, receiving and compiling information from the Debutante point forms.
B. The Third Vice President for Fundraising Projects shall supervise the Symphony Ball Committee Chair.
C. The Third Vice President for Ways and Means shall serve as Chair of the Ways and Means Committee and shall supervise the Ways and Means Committee in evaluation of fundraising activities and shall conduct a Ways and Means Committee meeting following each fundraising activity to review the effectiveness of the fundraising activity. This officer shall also supervise the Long Range Planning Committee Chair and shall be a member of the Budget Committee.
Section 6. Fourth Vice-President: The Fourth Vice-President shall coordinate all League activities pertaining to education.
Section 7. Fifth Vice-President: The Fifth Vice-President shall coordinate all League activities pertaining to public relations.
Section 8. Sixth Vice-President: The Sixth Vice-President shall coordinate all League activities pertaining to youth.
Section 9. Seventh Vice-President: The Seventh Vice-President shall coordinate updating and maintenance of League documents and records, including corporate documents, contracts and shall oversee Properties.
Section 10. League Treasurer: The League Treasurer shall be responsible for all funds of the League, including fund-raising accounts. This Officer shall keep an accurate account of monies received and expended, rendering a financial statement in accordance with the prescribed League format, to be reviewed at each board meeting. The League Treasurer shall review the monthly financial statements submitted by fundraising treasurers.
Section 11. League Treasurer-Elect: The League Treasurer-Elect shall serve as Symphony Ball Treasurer. She shall be responsible for preparing a budget for the Symphony Ball, keeping an accurate account of expenditures and revenues for the Symphony Ball, and rendering a monthly statement of revenues and expenditures for the Symphony Ball. This officer shall perform other duties as requested by the League Treasurer or the President.
Section 12. Recording Secretary: The Recording Secretary shall keep a record of all proceedings of the Board of Directors and the League.
Section 13. Corresponding Secretary: The Corresponding Secretary shall send notices of all Board meetings to the Board Members and handle correspondence.
Section 14. The Immediate Past President shall serve as the Parliamentarian and the Bylaws Chair. This officer shall be governed by Roberts Rules of Order (Newly Revised).
ARTICLE VII - COMMITTEES
Section 1. The Board of Directors may create such standing committees as deemed necessary.
Section 2. The President with approval of the Executive Committee may create one or more committees delegating specified authority to the committee, and appointing a committee Chair. A committee may include members who are not members of the Board of Directors. No committee shall have the authority to take any action outside the scope of authority delegated to it by the President.
Section 3. The President-Elect, with assistance of the Nominating Committee, shall select the Chairs of all Committees for the year of her presidency except as otherwise provided by these Bylaws or by the Policies.
ARTICLE VIII – FINANCES
Section 1. Dues: The Board of Directors shall set and may change the annual dues and deadline for payment by setting or amending policy.
Section 2. Fiscal Year. The Fiscal Year shall begin June 1, and end May 31.
Section 3. Budget Committee: The Budget Committee, composed of the League Treasurer, who shall be the Chair, the President, the President-Elect, the League Treasurer-Elect, the Third Vice-President for Ways and Means, the Third Vice President for the Debutante Program and the Third Vice President for Fundraising Projects, and one member from the general membership who shall be appointed by the President, shall submit a proposed budget to the Board of Directors for the ensuing year. In turn this budget as proposed and approved by the Board of Directors shall then be presented to the general membership at the annual meeting.
Section 4. Auditing Committee: The President shall appoint an Auditing Committee composed of the incoming League Treasurer, one member from the current Board of Directors and one member from the general membership. The Auditing Committee shall perform a detailed review of the books and supporting documentation by October 1 of each year. The Auditing Committee shall present a formal written report of the results of their review to the board. An accounting firm may be retained for consultation throughout the year.
Section 5. Contributions: Any contributions over $500.00not provided for in the budget or otherwise authorized in these Bylaws or in the policies requires the approval of a majority of the Board of Directors.
Section 6. Reserve Fund: In addition to all other amounts held as restricted or reserved funds, the League shall maintain a reserve fund equal to one year’s operating expenses. Operating expenses do not include amounts budgeted for contributions to the Symphony of Southeast Texas, Inc.
Section 7. Accounts: All checks exceeding $500.00 written on any League account, including fundraising accounts require two signatures and shall be co-signed by the President, the League Treasurer, Fundraising Treasurer or the League Treasurer-Elect. The President, the League Treasurer, and the League Treasurer-Elect shall be listed on the signature cards of all accounts. Bank statements and reconciliation will be reviewed by Treasurer Elect and check register will be included as part of the monthly fraud report. Each Treasurer will provide each Board member a copy of the current bank statement at each Board meeting. In addition, the President, President-elect and each Treasurer will be able to view the bank statement online at any time.
Section 8. Fundraising Accounts: All checks exceeding $500.00 written on any fundraising account require two signatures and shall be signed by the Fundraising Treasurer and co-signed by the President, the League Treasurer or the League Treasurer-Elect. Only the Fundraising Treasurer, the President, the League Treasurer and the League Treasurer-Elect shall be listed on signature cards for fundraising accounts. All Fundraising Treasurers shall submit a monthly financial statement in accordance with the prescribed League format to the League Treasurer.
ARTICLE IX - MEETINGS
Section 1. General Membership Meetings:
A. General membership meetings are to be set by the Board of Directors.
B. Annual Meeting: An annual meeting of the general membership shall be in the spring of each year to elect officers and adopt a budget. The new Board of Directors shall take office at this time.
C. Quorum: A quorum for the general membership meetings shall be twenty members.
Section 2. Directors Meetings:
A. There shall be at least four regular meetings of the Board of Directors annually. The President may call special meetings of the Board of Directors and must call a special meeting at the written request of five members of the Board.
B. Quorum: Forty percent of the Board of Directors shall constitute a quorum.
Section 3. Executive Committee:
A. The Executive Committee shall meet at its discretion.
B. Quorum: A majority of the Executive Committee shall constitute a quorum.
Section 4. For all committees, excluding the Executive Committee, those members attending a duly called committee meeting, but in no event fewer than two members shall constitute a quorum.
Section 5. Rules of Procedures: Robert's Rules of Order (Newly Revised), shall govern this organization where they are applicable and consistent with the Bylaws.
Section 6. The members present at a duly called or held meeting at which a quorum is present may continue to transact business even if enough members leave the meeting so that less than a quorum remains; however, no action may be taken without the vote of at least a majority of the number of members required to constitute a quorum.
Section 7. A member of the Board of Directors or of any committee may attend and participate in a meeting by telephone or by other electronic means by which the member can be heard and can hear others present at such meeting. A member so attending and participating shall be counted as present in person for purposes of determining the presence of a quorum and for voting.
Section 8. The Board of Directors and any Committee may hold a meeting by telephone conference call or other electronic means in which all persons participating in the meeting can hear each other, Participation of a person in a conference call meeting constitutes presence of that person at the meeting for purposes of quorum. The notice of a meeting to be held by telephone conference or electronic means must state the fact that the meeting will be held by telephone conference or electronic means as well as all other matters required to be included in the notice. Any actions taken at a meeting held by telephone conference call or other electronic means shall be ratified at the next regularly scheduled meeting of the Board of Directors, or of the given committee, unless a unanimous written consent as hereinafter provided for is signed.
Section 9. Any decision required or permitted to be made at a meeting of the Board of Directors or any committee may be made without a meeting, if a written consent to the decision is signed by all of the persons entitled to vote on the matter. The original signed consents shall be placed in the Symphony League’s Minute Book and kept with the Symphony League’s records.
Section 10. Attendance at a meeting shall constitute waiver of notice of the meeting unless the person attends for the express purpose of objecting to the transaction of any business because notice of the meeting was not properly given or the meeting was not properly called.
ARTICLE X - AMENDMENT OF BYLAWS
The Bylaws may be amended and new Bylaws may be adopted by a majority of those present and voting at any general membership meeting or by a majority of the Board of Directors present and voting at a regular or duly called meeting of the Board of Directors provided notice has been given ten days in advance of such proposed change. This notice shall be given by the President or by the Board of Directors and may include the text of the existing provision proposed to be amended or of the new provision proposed to be added. Alternatively, the notice may include a summary of those provisions. This notice shall be given by mail or electronic mail.
I. COMMITTEE MEMBERSHIP:
A. Every active member is expected to serve on two committees, one of which must be a fundraiser.
B. COMMITTEE CHAIRS: The President-Elect with the assistance of the Nominating Committee shall appoint the Chairs of all committees for the year of her presidency, except as otherwise provided in these Policies or in the Bylaws.
A. COMMITTEES UNDER FIRST VICE-PRESIDENT:
These committees pertain to membership and are as follows:
1. League Hospitality which includes responsibility for the Past President’s Membership Tea and annual meeting luncheon. League Hospitality Chair will coordinate with the Third Vice President for all duties pertaining to the Past President’s Tea, formerly a separate event from the membership tea. For all other events, Hospitality Chair will coordinate with the First Vice President.
4. Meeting Arrangements which has responsibility for board meeting locations and luncheons.
5. Volunteer Coordinator
B. COMMITTEES UNDER SECOND VICE PRESIDENT:
These committees pertain to The Symphony of Southeast Texas, Inc. and are as follows:
1. Orchestra Hospitality
2. Season Tickets
C. COMMITTEES UNDER THIRD VICE-PRESIDENTS:
The Third Vice Presidents shall oversee committees relating to fundraising. These Vice Presidents and the committees they oversee are as follows;
1. Third Vice President, Debutante: These committees pertain to the Debutante program and are as follows:
b. Debutante Selection
c. Past Presidents’ Membership Tea
2. Third Vice President, Fundraising Projects: These committees pertain to the League’s fundraising projects and are as follows:
a. The Symphony Ball
3. Third Vice President Ways and Means: These committees pertain to Ways
and Means and are as follows;
a. The Ways and Means Committee which shall be chaired by the Third Vice President, Ways and Means, and shall include the League Treasurer and Treasurer Elect, The Third vice president for the Debutante Program and the Third Vice President for Fundraising,all fundraising Chairs and fundraising Chairs elect and Long Range Planning Chair.
b. Long Range Planning
D. COMMITTEES UNDER FOURTH VICE-PRESIDENT:
These committees pertain to education, and are as follows:
1. String Competition
2. Youth Education
3. Youth Concerts
E. COMMITTEES UNDER FIFTH VICE-PRESIDENT:
These committees pertain to public relations, and are as follows:
2. Neches River Festival
5. TASO Representative and Advocacy
6. Website Coordinator
F. COMMITTEES UNDER SIXTH VICE-PRESIDENT:
These committees pertain to youth, and are as follows:
1. Junior Escorts and Elect
2. Symphony Belles and Symphony Belles Elect
3. Youth Guild
G. COMMITTEES UNDER SEVENTH VICE-PRESIDENT
1. Notebooks which includes responsibility for assisting the incoming President in collecting and compiling information for Board notebooks.
2. Contract Review
III. SELECTION PROCEDURES
1. Selection Committee The Debutante Selection Committee shall be composed of ten members who shall be the Debutante Chair, the Debutante Chair-Elect, the President, the President-Elect, the past President, the Third Vice President for the Debutante Program, and two Board members, a past Debutante Chair and one member at large selected by the Debutante Chair. The Third Vice President for the Debutante Program shall serve as Chair of the Selection Committee. Mothers of eligible daughters shall not serve on the committee.
2. Criteria for Nomination: A young woman is eligible for nomination during her junior year of high school for invitation to participate in the Debutante Program her senior year of high school if the following criteria are met:
a. A member or members of the young woman’s family have shown strong personal support of the mission of the League; and
b. The family member has been an Active League member in good standing for a minimum of four years prior to the nomination, absent extenuating circumstances. An Active member in good standing is an Active member who complies with the requirements of Article I.A. of these policies by serving on two committees per year, one of which is a fund raiser and pays dues in a timely manner as specified in Article V.A. of these policies.
c. The Young woman shall be a member in good standing of the Youth Guild both prior to her nomination and the year of her presentation absent extenuating circumstances.
3. Nomination procedure: The nomination of a young woman to be considered for selection to participate in the Debutante Program must be made in writing in the form and by the deadline determined by the Debutante Chair. Mothers are expected to nominate their own daughters but nominations may also be submitted by friends and family members.
4. Selection Procedure and Criteria:
a. The Debutante Selection Committee shall review the nomination forms and from the nominations, select the young women to be invited to participate in the Debutante Program based on the criteria listed in this Article III A.
b. Nominees who do not meet the minimum criteria for nomination shall not be considered absent extenuating circumstances.
c. The determination of the number of young ladies to be presented shall be within the discretion of the Debutante Selection Committee.
d. The Selection Committee shall attempt to act by unanimous consent however the vote of a majority of the members of the committee shall control.
e. Selection shall be based on the nominee’s family’s commitment to the League’s mission and not on the young woman’s social or academic endeavors; however the duration of her membership in the Youth Guild and her participation in Youth Guild programs shall be considered. The family’s commitment shall be evaluated based on the duration and extent of their personal service to and/or personal financial support of the League and its programs and the duration and extent of their personal service to and/or personal financial support directly of the Symphony of Southeast Texas. It is the family’s responsibility to maintain an accurate record of their service and financial support of the League and of the Symphony of Southeast Texas and to submit such information in such form and manner as requested in support of a nomination.
f. The term, “family” as used in this section shall generally be construed to mean parents, step parents, grandparents and guardians. Depending on the family situation of a particular nominee, the selection committee may in their discretion, consider the term “family” to include other relatives of the nominee.
5. Debutante Fee: The information letter sent to the young women selected shall state that a fee of $1,500 shall be paid to the Symphony League of Beaumont by the date set by the Selection Committee.
a. Debutante Fees shall not be refunded. Should the Debutante Committee feel there is an extenuating circumstance, the Debutante Chair should request to appear before the Ways and Means Committee. If the Ways and Means Committee concurs, then the request will be presented to the Executive Committee, who shall have final authority.
b. The Ways and Means Committee may recommend to the Board for the Board's approval that the Debutante Fee be raised.
6. Debutante Escort:
a. After a young woman has been invited to be a Debutante she is responsible for inviting a young man to be her escort. The escort should be either a junior or senior in high school during the year in which the debutante is presented.
b. A fee of $300 will be assessed to the Escort family. The Escort’s family will be informed of the fee by letter. Payment of the escort fee is the responsibility of the Escort’s family. The Ways and Means Committee may recommend to the Board for the Board’s approval at any duly called meeting, that the fee be raised.
B. NECHES RIVER FESTIVAL PRINCESSES:
1. The Neches River Princesses shall be selected in the summer preceding the Festival by a committee composed of the League President-Elect, the President of The Symphony of Southeast Texas, Inc., the Debutante Chairs for the previous two years, and two members at large selected by the Neches River Selection Committee Chair. Mothers of eligible daughters shall not serve on the Neches River Festival princess selection committee.
2. The number of princesses shall be determined by the committee. Consideration shall be given to the following:
a. Daughters of current and past Presidents of the League or of The Symphony of Southeast Texas, Inc.
b. Daughters of current and past Executive Officers of the League or of The Symphony of Southeast Texas, Inc.
c. Daughters of current and past Board Members of the League or of The Symphony of Southeast Texas, Inc.
d. Daughters of members of the League.
e. Young women whose family members (preferably a parent or step-parent) are members in good standing of the League for the year the young woman is a princess and who have shown strong support of the League or The Symphony of Southeast Texas, Inc. in the following areas:
i. The League
ii. League Fundraising
iii. Regular Season Ticket Subscription
iv. The Symphony of Southeast Texas, Inc.
v. The Symphony of Southeast Texas, Inc. Board
3. The Neches River Festival Princesses will behonored at a party sponsored by the League, where they will be introduced and presented with a gift.
C. JEWEL BALL REPRESENTATIVE:
1. The Jewel Ball representatives will be chosen by a selection committee composed of the League President-Elect, President of The Symphony of Southeast Texas, Inc., Debutante Chairs for the previous two years, and two members at large selected by the Chair of the Selection Committee. The President-Elect of the League shall serve as Chair of the Selection Committee. Mothers of eligible daughters shall not serve on the selection committee. Selection will be approved by the Executive Committee.
2. The Selection Committee will give consideration to the following
a. Young women whose family member (preferably a parent or step-parent) has shown strong support of the League and/or The Symphony of Southeast Texas, Inc. Additionally, that family member must be a member in good standing of the League for the year the young woman is the Jewel Ball representative.
b. The family's support in the following areas:
Regular Season Ticket Subscription
The Symphony of Southeast Texas, Inc.
The Symphony of Southeast Texas, Inc. Board.
3. All fees and costs associated with participation in the Jewel Ball shall be borne by the representative’s family(ies.)
D. THE JEWEL BALL POLICIES APPLY TO ANY OUT-OF-TOWN EVENT IN WHICH THE LEAGUE IS INVITED TO PARTICIPATE.
E. JUNIOR ESCORTS: The Junior Escort Program is an opportunity to expose middle school age boys to the League and The Symphony of Southeast Texas, Inc. and their educational programs.
1. The Junior Escort Selection Committee shall select the young men to participate as Junior Escorts from nominations made in accordance with these policies. Selection is based on the family's commitment to the League and The Symphony of Southeast Texas, Inc. and not on the boy's social or academic endeavors.
2. Junior Escort Selection: The nomination of a Junior Escort must be made in writing. A friend or family member who currently holds membership in the League may nominate boys. Junior Escorts will be sons or grandsons of League members. Preference is given to eighth grade boys and brothers of current debutantes. Final selection shall be left to the discretion of the Junior Escort Selection Committee. Consideration will be given to those young men whose family member (preferably a parent or step-parent) has shown strong active support of the League and/or The Symphony of Southeast Texas, Inc.
3. Junior Escort Fee: The Junior Escort fee of $200 is based on the cost of services provided. Junior Escort Fees will not be refunded.
4. Junior Escorts are encouraged to join the Youth Guild the year following their presentation.
5. The Junior Escort's family member must be a member of the League.
F. SYMPHONY BELLES: The Symphony Belle Program is an opportunity to expose eighth grade girls to the League and The Symphony of Southeast Texas, Inc. and their educational programs.
1. The Belle Selection Committee shall select the young ladies to participate in the Symphony Belle program from the nominations made in accordance with these policies. Selection is based on the family's commitment to the League and The Symphony of Southeast Texas, Inc. and not on the girl's social or academic endeavors.
2. Belle Selection: The nomination of a Belle must be made in writing. Girls may be nominated by a friend or family member who currently holds membership in the League. Belles will be daughters or granddaughters of League members. The nominee must be in the eighth grade the year of her presentation. Consideration will be given to those young ladies whose family member (preferably a parent or step-parent) has shown strong active support of the League and/or The Symphony of Southeast Texas, Inc.
3. Belle Fee: the Symphony Belle fee is based on the cost of services provided. Belle fees will not be refunded.
4. Symphony Belles are encouraged to join the Youth Guild the year following their presentation.
5. The Belle's family member must be a member of the League.
G. TECHNICAL CONFERENCES
1. TASO: Four delegates may be selected by the Executive Committee. Preference shall be given the following: The current President, President-Elect and TASO representative, the nominee for President-Elect.
2. ASOL: One or more delegates may be selected by the Executive Committee. Preference shall be given the following: President and President-Elect.
3. Other Technical Conferences: As Conferences are announced, the Executive Committee may review and consider sending delegates to the conference.
IV. DIRECTIVES TO THE BOARD
A. Any members of the League attending an official meeting as a League representative shall be reimbursed by the League for budgeted expenditures. A per diem allotment shall be allowed for meals and expenses not included in the registration fee. The per diem amount, not to include alcohol, shall be determined by the Executive Committee.
B. The incoming President and fund-raising Chairs shall select gifts for their predecessors to be presented at the Annual Meeting on behalf of the League. The cost of each gift (not to exceed $100.00) will be paid by the League.
C. Contributions may be made to League programs or to The Symphony of Southeast Texas, Inc. programs in memory of any deceased member, spouse, or child of a member. Further action may be taken by the President or President-Elect.
A. Dues: Dues shall be $35.00 per year for active members, $75.00 per year for supporting members, $20.00 per year for special senior members and $500.00 for life members. They shall be considered delinquent September 15th. The names of members who have not paid dues by September 15th shall not be included in the yearbook. All dues paid after April 1, will be considered dues for the following year.
B. Special Senior: A special senior member is one who is 65 years of age or older.
C. Life Members Dues: All life members’ dues shall be invested in an interest bearing account according to recommendations of the Budget Committee. The interest from such interest-bearing account may be used by the League to defray expenses of maintaining life memberships. In addition, the Executive Committee may authorize expenditures of no greater than 5% of the principal of the Life Member dues account in any one year period to defray the expenses of maintaining life memberships.
D. The Treasurer elect shall review all bank statements.
A. The League shall not lend or rent any of its properties without obtaining Executive Committee approval. The borrower/renter shall be required to sign a written property agreement specifying: property involved, required date of return, and estimated replacement value. The Properties Chairshall be responsible for any lending or renting of properties.
B. Each Vice-President and fundraising Chair shall submit an inventory to the Properties Chairin time for her to present a complete report at the April Board meeting.
C. Each Chair shall submit an inventory to the appropriate Vice-President by March 15th. Each Vice-President will submit a compiled inventory to the Properties Chair by the April Board meeting. The Properties Chair will keep an integrated compiled inventory.
VII. DOCUMENT RETENTION
A. Minutes of all Board of Directors and Executive Committee meetings with attachments prepared by the recording secretary shall be kept permanently.
B. Year end financial statements, IRS form 990 shall be kept permanently.
C. Source documents for the financial statements (invoices, check stubs, canceled checks, voucher requests, bank statements, etc.) shall be kept for a period of five years.
D. Presidents’ Reports shall be kept permanently.
E. Insurance Policies shall be kept permanently.
All Officers and Committee Chairs shall turn in their notebooks to the President-Elect (the incoming President) prior to the annual meeting of the members.
IX. AMENDMENT OF POLICIES
These Policies may be amended at any meeting of the Board of Directors by majority vote of the Directors present and voting.